Download Project Lifecycle

PROJECT LIFECYCLE
Implementation Seminar
Content
 General information
 Subsidy Contract
 Co-financing
 Implementation
 Support by MA / JS
 Audit and control
 Project closure
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
GENERAL INFORMATION
Please note:
•
All relevant information about project implementation – in the website:
www.latlit.eu
•
Updated Programme manual – from April 4, 2017! Also articles on
project implementation updated.
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
GENERAL INFORMATION
MC approval date
Project start date
CONTRACTING
Up to
2-3 months
Project end date
IMPLEMENTATION
Up to 24 months
Obligations
CLOSURE
POST
PROJECT
3 months
5 years
after final
payment
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
GENERAL INFORMATION
Project start:
•
Subsidy Contract (between MA and LP)
•
Partnership Agreement (between LP and PPs)
•
Establishment of project management structure
•
Kick-off Meeting (if relevant) (LP, PPs, stakeholders, external guests,
MA/JS)
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
SUBSIDY CONTRACT
 Sets total awarded ERDF funding and general payment rules (§ 2)
 Sets main principles of eligibility of costs (§ 3)
What have
you signed?
 Sets procedure of reporting and payments (§ 5)
 Sets LP and PP rights and obligations (§ 6)
 Sets requirements for information and publicity (§ 8)
 Sets requirements for ensuring durability and ownership of results (§ 9)
 Sets reasons for termination of the contract (§ 10)
 Sets requirements for retention of documents (§ 11)
 Sets rights to carry out audit and control (§ 12)
 Sets procedure of recovery of ineligible expenditure (§ 13)
 Sets procedure of handling project changes (§ 15)
 Sets procedure of resolution of complaints and disputes (§ 16)
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
SUBSIDY CONTRACT
Start and end dates of the project are stated in Preamble
What have
you signed?
Total eligible budget in maximum, project budget can not be increased (§ 2, Point 1)
All exchange of information in the eMS (§ 4)
Payments are done on the basis of the validated total eligible expenditure only (§ 2, Point 4)
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
SUBSIDY CONTRACT
What
have you
signed?
 Lead partner principle – all communication via LP
Duties/responsibilities of the LP:
Duties/responsibilities of the PP:
 Solely bears the overall financial and legal responsibility for the
Project and for the PPs (§ 6, Point 1)
 Implements and completes all the project activities
assigned
 Ensures signing of the partnership agreement
 Ensures management of its part of the project
 Ensures establishment of proper project monitoring and
evaluation system and performs overall project management
 Complies with programme rules
 Communicates with the JS on behalf of the partnership
 Provides proofs of the project progress
 Informs JS on the problems, on necessary project changes etc.,
if any
 Informs the LP on the problems, on necessary changes in
the project application
 Guarantees sound financial management of its budget
 Requests payments of the project ERDF funding
 Ensures that all partners timely prepare partnership reports (if
are given for financial control check) and prepares and submits
consolidated progress reports
 Complies with programme rules
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
SUBSIDY CONTRACT
Payments
What have
you signed?
 Payments to the LP will be made on a reimbursement basis and no advance payments
are available from the ERDF funds of the Programme (§ 5, Point 2)
 The LP shall transfer the received ERDF co-financing to the PPs within maximum one
month and upload proof to the eMS within 5 working days after the transfer is made to
each partner (§ 5, Point 11)
 If any expenditure is considered ineligible, the MA has a right to deduct an unduly paid
amount from the payment of ERDF co-financing or start the recovery procedure (§ 13,
Point 1 and Point 2). In such a case, the PP has to repay to the LP their respective
amounts unduly paid.
NB! Please keep in mind that Programme funding is subject to de-commitment rule (if Programme funds are not
claimed and spent according to defined schedule). Therefore, programme will control and monitor its spending.
Programme claims for funds from the EC based on project’s reported and certified expenditures.
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
SUBSIDY CONTRACT
What
have you
signed?
NB! Reasons for project termination/payment suspension, reduction:
 If the LP or the PPs fail to meet the requirements of the national co-financing (§ 2, Point 7);
 Any unjustified delay in reporting or in the clarification process of the consolidated progress report and final report or
failure to meet the Project disbursement schedule (§ 2, Point 7);
 Any of reasons stated in the Article § 10 of the Contract: false or incomplete statements or documents submitted;
project no longer can’t be implemented (also on time); due to changes, achievement of the results are under a risk;
project outputs and results are severely out of the planned ones; the subsidy is misapplied; insolvency proceedings
against LP; LP sells, leases or lets the Project to a third party; eligibility of project activities is questionable and final
report can’t be verified; the LP disturbs controls and audit; the LP has failed to transfer received ERDF funds to the PP
etc.
 In case the Project is subject to controls or audits until its completion. Also, for cases until all required information and
documentation needed for the audit purposes have been made available ((§ 7, Point 4 and 7).
 if within 5 years of the final payment a productive activity is reallocated outside the programme area or within 10 years
if the activity is reallocated outside of the European Union; in some cases – if change of ownership of infrastructure
item has taken place giving undue advantage to a body ((§ 9, Point 1).
 in case the European Commission fails to make available the ERDF funding to the Programme.
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
SUBSIDY CONTRACT
What have
you signed?
LP regularly has to check from eMS and Programme website (www.latlit.eu) for the last
updated version of the Programme related documents in order to guarantee
compliance with the latest updates (§ 6, Point 8.10)
The LP as well as PPs have to ensure retention of all the documentation (§ 11) and provide access to all documents
required for FC, JS, MA, AA (§ 12)
The LP as well as PPs have to ensure ownership and durability of the project main outputs and results (§ 9)
Each partnership (involving all project partners) has to sign Partnership Agreement and upload it in the eMS
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
CO-FINANCING
Main regulation
LATVIA
UP TO 5% OF TOTAL PARTNERS’ BUDGET
Ministru kabineta 2015.gada 22.aprīļa noteikumi
Nr.200 “Valsts budžeta līdzekļu piešķiršanas kārtība
Eiropas Strukturālo un investīciju fondu mērķa
“Eiropas teritoriālā sadarbība” programmu
finansējuma saņēmējiem no Latvijas”
Information available on webpage
www.varam.gov.lv/lat/fondi/ets_1420/?doc=16884
For more information contact:
Irina Brasle [email protected]; +371 670 26462
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
CO-FINANCING
LITHUANIA
Main regulations
UP TO 7.5% OF TOTAL PARTNERS’ BUDGET
• Lietuvos Respublikos Vyriausybės 2015 m.
gegužės 27 d. nutarimas Nr. 520
• Lietuvos Respublikos valstybės biudžeto lėšų,
skirtų 2014-2020 metų Europos teritorinio
bendradarbiavimo tikslo programoms bendrai
finansuoti, naudojimo taisyklės
Information available on webpage
latlit.eu/how-to-implement/
National co-financing for Lithuanian partners
For more information contact:
Renata Stambrauskė [email protected]; +370 5 271 8478
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
IMPLEMENTATION
• Start as fast as possible: projects usually delay
• In line with what is written in the Application Form
• Ensure sufficient human resources
• Good project manager and financial manager – part of
project success
• Efficient communication within Project
• Clear division of activities and budget between PPs
• Realistic time planning (e.g. public procurement
procedures)
• Reporting takes more time than planned
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
IMPLEMENTATION
Reality check:
 To assess if the project is on track, regular reporting on finances and
achievement of the project main outputs and results has to be ensured
 Changes to the Project application – minor/major
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
SUPPORT BY MA / JS
• Seminars: implementation, communication, reporting
• Advice to projects and consultations
• Project visits
KNOW
YOUR JS
MANAGER
!
• Website
 e.g. contract/agreement templates, visibility downloads
 country-specific information
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
AUDIT AND CONTROL
IN LATVIA – CENTRALISED
IN LITHUANIA – DECENTRALISED
• No costs foreseen in the partners’
budget
• Contact details on the web
• Inform your controllers
• Ask for requirements
•
•
•
•
•
For more information
For more information
latlit.eu/how-to-implement/
Financial control in Latvia
latlit.eu/how-to-implement/
Financial control in Lithuania
Costs should be foreseen in the partners’ budget
Run procurement
Get approval from Ministry of Interior, LT
Sign the contract
Inform LP
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
AUDIT AND CONTROL
What is it?
Verification:
• Delivery
• Soundness
• Compliance
Financial Control
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
PROJECT CLOSURE
Steps to be taken:
• Plan closure
− Resources
− Timing
− Last reimbursement
• Finalise all project activities
• Communicate all results
• Accumulate project records
• Prepare final report
BE AWARE !
• All outputs co-financed by the Programme must comply
with the applicable Programme information and
communication requirements
• The ownership of the project outputs (infrastructure
and/or productive investments, produced during the
project implementation) must remain with the LP or
project partners according to requirements set in
subsection “Durability and ownership of project results”
in chapter 7.4. of the Programme manual;
• The LP and project partners must assign a contact
person for 5 years after the final payment of the ERDF
co-financing has been made to the LP from the
Programme.
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
PROJECT CLOSURE
Obligations after project closure
• Ownership of project outputs
– not allowed to transfer ownership, titles, industrial and
intellectual property rights for outputs of the project related to investment in infrastructure and/or
productive investment during the project duration and at least five years (or in some cases ten years)
after the final payment to the project has been made
• Retention of documents –
at least for five years after the final payment has been made by
the MA to the LP
• Revenues
• Irregularities found after project closure
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu
PROJECT CLOSURE
Project legacy
• Ensuring that project activities have a lasting impact on
project partner organisations and stakeholders
• Ensuring that project activities have a lasting impact on
the wider programme area and beyond
• Trying to ensure that there is commitment and funding
to take the next steps
Latvia-Lithuania Cross Border Cooperation Programme 2014-2020
www.latlit.eu